Senior Executive Assistant to CEO

Job DetailsJob Location: HARLINGEN CLINIC - HARLINGEN, TX 78550Position Type: Full TimeGENERAL DESCRIPTION OF POSITION: The Senior Executive Assistant to the CEO provides high-level executive support to the Chief Executive Officer and serves as a central point of coordination for CEO priorities, strategic initiatives, executive projects, Board activities, and organizational commitments. The position works closely with the CEO to ensure priorities are advanced, commitments are tracked, decisions are followed through, and information requiring executive attention is identified and elevated in a timely manner.   The Senior Executive Assistant independently manages complex assignments and projects on behalf of the CEO, conducts research and analysis, prepares executive-level communications and presentations, coordinates activities involving Executive Leadership Team members and other stakeholders, and maintains visibility into key organizational commitments and deadlines. The position requires exceptional judgment, discretion, initiative, organizational ability, and the ability to operate effectively with limited direction in a fast-paced and complex healthcare environment. The Senior Executive Assistant serves as a key liaison between the Office of the CEO and the Board of Directors, Executive Leadership Team, staff, providers, community partners, funders, government representatives, and other external stakeholders. ESSENTIAL JOB FUNCTIONS: (with or without accommodations) Works directly with the Chief Executive Officer to assure the timely administrative follow up on activities, projects, and programs under the Chief Executive Officer.  Reviews, researches, and prepares draft responses to correspondence addressed to CEO.   Works with CEO to prepare community, Board and any other presentation required of that office.   Responsible for the dissemination of all communication from the CEO's office to all entities as identified by CEO.   Assists with tracking of Strategic Plan progress with regards to areas identified by CEO.  Assists with the creation of presentations, reports, analysis as directed by the CEO.   Strategically manages the CEO's calendar and competing priorities, exercising judgment regarding scheduling, preparation time, organizational priorities, and appropriate delegation of requests. Maintains a CEO priority and commitment tracking system, proactively monitoring deadlines, deliverables, decisions, and follow-up items and escalating issues requiring CEO attention. Drives follow-through on CEO and executive-level initiatives, working across departments to obtain updates, identify and escalate barriers, and ensure agreed-upon actions are completed. Manages selected strategic and executive projects on behalf of the CEO from initiation through completion, including defining deliverables, coordinating stakeholders, tracking milestones, and reporting progress. Anticipates CEO needs by identifying upcoming decisions, deadlines, meetings, organizational risks, and external commitments and ensuring appropriate preparation occurs in advance. Synthesizes complex information from multiple departments and sources into concise executive summaries, briefing materials, decision documents, presentations, and recommendations. Supports CEO decision-making through research, data gathering, analysis, and coordination with subject-matter experts. Coordinates follow-through from Executive Leadership Team meetings, including decisions, assignments, commitments, and cross-functional deliverables. Serves as a central point of coordination for CEO-directed initiatives that span multiple departments and may not have a natural departmental owner. Exercises judgment regarding matters requiring immediate CEO attention versus those that can be appropriately routed or resolve elsewhere. Develops and maintains effective executive-office processes to improve communication, information flow, accountability, and use of the CEO's time. Represents the CEO, when specifically delegated, in internal planning activities and selected external interactions, ensuring appropriate communication and follow-through. Demonstrates exceptional judgment and discretion, including the ability to recognize sensitive organizational, personnel, governance, political, regulatory, and community matters and determine when issues require escalation to the CEO. May request assistance from the Administrative Assistants supporting ELT members in organizing clinic wide events, leadership retreats, and other executive level functions.  May provide direction and delegation of special or on going projects to administrative assistants as needed. Supports preparation and documentation for audits, accreditation, and regulatory meeting.   Responsible for their own safety as well as the safety of others.   Position directly supervised: None QualificationsKnowledge, Skills and Abilities: (use of equipment, job related knowledge, language, etc.) Exceptional executive-level written and verbal communication skills. Exceptional organizational, prioritization, project management, and follow-through skills. Strong critical thinking, judgment, problem-solving, and analytical skills. Ability to independently manage multiple complex projects, priorities, deadlines, and stakeholders with limited supervision. Ability to synthesize complex information and prepare concise executive-level summaries, reports, presentations, briefing materials, and recommendations. Ability to anticipate needs, identify potential issues, and proactively develop solutions. Ability to work effectively with executives, Board members, physicians, employees, elected officials, funders, regulators, community leaders, and other external stakeholders. Ability to influence and obtain results across organizational boundaries without direct supervisory authority. Ability to handle highly confidential, sensitive, and politically complex matters with discretion and sound judgment. Demonstrated proficiency with Microsoft Office and collaboration tools, including Outlook, Word, Excel, PowerPoint, and Teams; comfort using AI-enabled productivity tools for research, analysis, drafting, summarization, and workflow support preferred. Strong understanding of executive office operations, governance, organizational structure, and healthcare administration. Knowledge of federally qualified health centers, healthcare regulation, grants, quality, compliance and community health preferred. Ability to work independently while maintaining close communication with the CEO. Ability to adapt quickly as organizational priorities change. Demonstrates professional persistence and confidence in following up with senior leaders and other stakeholders to obtain information, advance commitments, and ensure timely completion of assigned actions. Bilingual in English/Spanish preferred Minimum qualifications/certificates/licenses/registrations required: Bachelor's degree in business administration, healthcare administration, public administration, communications, or related field required; equivalent combination of education and highly relevant executive-level experience may be considered.  Minimum five years of progressively responsible experience supporting senior executive or leading executive-level projects in a complex healthcare, nonprofit, governmental, or similarly regulated organization. Experience working with executive leadership, Boards of Directors, government officials, funders, community partners, regulatory agencies, or other senior external stakeholders preferred. Demonstrated experience independently managing complex projects and executive priorities required. Demonstrated ability to prepare executive-level written communications, presentations, briefing materials, and reports. Healthcare and FQHC experience preferred. SPECIAL INSTRUCTIONS: This position requires travel.  Employee must provide transportation.  If employee operates a personal motor vehicle in the performance of their official duties, the employee must possess a current valid Texas driver’s license for the appropriate type of vehicle and Texas Liability insurance.  This position requires that an employee’s driving record be verified with law enforcement to ensure compliance with SCF’s driving policy